FINEXA | Stay SARS Compliant – Integrated HR, Company, Employee & Accountant Platform

How to Use FINEXA – Complete Guide

Master every module: Payroll, Accounting, and Administrator setup. Step‑by‑step instructions for all user roles.

FINEXA Payroll & HR – User Manual

This guide covers the entire payroll process: from hiring an employee to generating IRP5 certificates. It is designed for HR users and payroll administrators.

1. Company Registration & Administrator Setup

Prerequisite: The company must be registered via the Administrator Portal (see Administrator tab). The admin receives login credentials and can then create HR user accounts.

HR users are employees designated with the "HR" role. They cannot log in immediately with the same password as the employee portal. They must follow the Forgot Password process to set up their HR access.

2. HR First‑Time Login

Go to payroll.finexa.co.za/hr-login.php.
Click "Forgot Password".
Enter your RSA ID Number and the email address registered on the system.
You'll receive a One‑Time Pin (OTP) via email. Enter the OTP on the next screen.
Create a new secure password and log in.

This ensures that only verified HR representatives can access sensitive employee data.

3. Preparing Employee Data for Payslips

Before generating any payslip, every employee’s profile must be completed:

Position & Department: Assign the correct position and department from the HR dashboard. Update these if needed.
Employment Date: Set the correct date of joining – it affects tax year calculations.
Basic Salary: Enter the monthly or annual gross salary.
Tax Number: This is mandatory. Without a valid SARS tax number, the system cannot calculate PAYE correctly and will not generate a payslip.
Banking Details: Add bank account information for salary deposits (if used).
ID Number: Verify that the RSA ID is correct – it is used for IRP5 generation.

4. Generating Payslips

Navigate to Payslips section in the HR dashboard.
Select the Pay Period (month/year).
Click "Generate Payslips" – the system calculates PAYE, UIF, SDL, and any other deductions automatically.
Review each payslip. You can adjust overtime, bonuses, or deductions manually if required.
Click "Approve & Send" to email payslips to employees. PDF files are stored in the system.

Payslip generation takes less than a minute for a typical workforce.

5. Understanding EMP201 (Monthly Employer Declaration)

All approved payslips feed into the EMP201 calculation automatically. You can find it under Accountant's Area → EMP201.

Verify the totals: PAYE, UIF, and SDL.
If numbers do not balance (e.g., duplicate payslip), the accountant can review and correct entries.
Once confirmed, download the EMP201 report for submission to SARS via eFiling.

6. EMP501 & IRP5 Reconciliation (Annual)

Go to Accountant's Area → EMP501.
Select the tax year and review the IRP5 certificates generated for each employee.
Make any manual adjustments if needed (e.g., travel allowances).
Click "Generate EMP501 Package" – a ZIP file ready for SARS import is created.
Submit the file via eFiling or send it to your accountant.

7. Leave Management

Employees can request leave through the Employee Self‑Service portal. HR receives a notification and can approve/reject leave. Approved leave is automatically deducted from the employee's balance.

FINEXA Accounting – Complete Workflow

Designed for accountants and finance teams to manage books, bank accounts, invoices, and tax returns.

1. Connecting to a Company

After logging into the Accountant Portal, click "Add Company".
Enter the company’s registration details and a request is sent to the company admin.
Once approved, the company appears in your dropdown. Switch between multiple clients seamlessly.

2. Setting Up Customers & Suppliers

Add Customer: Navigate to Customers → Add Customer. Fill in name, email, tax number (VAT number), and opening balance.
Add Supplier: Go to Suppliers → Add Supplier. Include bank details and payment terms.

3. Creating Invoices (Customer & Supplier)

Customer Invoice:

Go to Customers → Transactions → Add Customer Invoice.
Select the customer, add line items with descriptions, quantities, and prices.
Tax (VAT) is automatically calculated based on the customer's VAT type (Standard, Zero, Exempt).
Save and send to the customer by email. The invoice number is auto‑generated.

Supplier Invoice (Bill):

Go to Suppliers → Transactions → Add Supplier Invoice.
Enter the invoice from the supplier, tracking tax paid. This populates your VAT return.

4. Viewing Invoices

Use Customers → Transactions → View Invoices to list, filter, and manage all customer invoices. Similarly, Suppliers → Supplier Invoices shows all bills.

5. Bank Reconciliation

Add bank accounts under Banking. Import bank statements or manually enter transactions. Match them with invoices and payments to reconcile.

6. Chart of Accounts & Journal Entries

Under Accounts, set up your chart of accounts (currently In Development). Journal entries allow manual adjustments for depreciation, accruals, etc.

7. VAT Return (Functional)

Navigate to Accountant's Area → VAT Return.
Select the From and To dates (tax period).
The system automatically pulls total VAT collected (from customer invoices) and VAT paid (from supplier invoices).
Review, adjust if necessary, and Download VAT Report (PDF) or Generate Complete VAT Package (ZIP).
Submit the ZIP file to SARS via eFiling.

8. Financial Reports (In Development)

Profit & Loss, Balance Sheet, and Trial Balance are accessible under Reports. They pull real‑time data from all transactions. Future updates will include Cash Flow Statement and Budget vs Actual.

9. Packages

The Packages icon on the dashboard allows you to download ZIP archives containing all tax reports (EMP501, VAT) for a specific period – ready for archival or SARS submission.

FINEXA Administrator – Company Setup & User Management

This role is for the primary account holder who onboards the company and manages all users (HR, employees, accountants).

1. Signing Up (Invitation or Manual)

Companies can join FINEXA either by:

Invitation: An existing user (e.g., accountant) sends an invite link.
Manual Registration: Go to payroll.finexa.co.za/admin-login.php and click Register Company. Fill in company details, tax number, and contact information.

After registration, the administrator receives an email with login credentials for the Administrator Portal.

2. Administrator Dashboard

Once logged in, the administrator can:

Manage company profile (logo, address, tax registrations).
Add employees by entering their basic information (name, ID, email, position).
Designate certain employees as HR and/or Accountant.
Send invitation emails to employees to complete their registration.

3. Employee Registration Workflow

Admin adds an employee and assigns an email (this becomes the username).
The employee receives an email with a temporary password or a link to set a password.
Employee logs in at payroll.finexa.co.za/employee-login.php and completes their profile (personal details, bank info, etc.).

4. Inviting an Accountant

From the Administrator dashboard, go to Accountant Management and enter the accountant’s practice number or email. An invitation is sent. Once the accountant accepts, they can access the company’s financial data.

5. Managing Subscriptions & Billing

The administrator can view active subscriptions, upgrade/downgrade plans, and manage payment methods (coming soon).

Stay SARS Compliant with FINEXA

Choose Your Platform

FINEXA Payroll

FINEXA Accounting

One Platform – Four Powerful Pillars

Human Resource

Companies

Employee Accounts

Accountant

More Than Just Payroll – Complete Workforce Intelligence

Auto IRP5 / IT3a Certificates

Smart Tax Engine

Central Document Vault

Real-time Financial Dashboard

Leave & Attendance Sync

Role-Based Access Control

SARS Filing Ready

Accountant-Company Connection

How FINEXA Works

Company Onboarding

Add Employees

Run Payroll

Stay Compliant

Trusted by Financial & HR Leaders

– S. Nkosi, Finance Director

– L. van der Merwe, HR Manager

– T. Dlamini, CEO